Privacy Notice

Windmill Recruitment Ltd, Registered address – Windmill Recruitment Ltd, Office 5, The Forest Rock Offices Leicester Road, Whitwick, Coalville, Leicestershire, United Kingdom, LE67 5GQ. Company number – 13610334.

We are a controller of the personal information provided to us during the application and recruitment process, which means that we determine how and why personal information is processed.

Windmill Recruitment Ltd are committed to protecting and respecting your privacy. In this Privacy Notice when we say “Insights”, “we”, “us” or “our”, we are referring to “Windmill Recruitment Ltd”.

This Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to Us, will be processed by Us in connection with Our recruitment processes.

Please read the following carefully to understand Our views and practices regarding your data and how We will treat it.

What information do we collect?

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

The information you have provided to us in your curriculum vitae and covering letter/email;
Any information you provide to us during an interview; and
Information you provide in relation to your right to work documentation.

We may also collect, store and use the following “special categories” of more sensitive personal information:

Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions;
Information about your health, including any medical condition, health and sickness records; and
Information about your criminal record.

We collect this personal information from the following sources:

You, the candidate;
Recruitment agencies;
Search consultants;
Our employment background check provider,
Our credit reference agency;
Your named referees; and
Data from third-party publicly accessible sources. For example, SRA and CILEx professional memberships.

When you use our website we may collect:

details of the computer or other device that you are using;
details of the web browser you are using;
traffic data;
location data;
weblogs;
communication data; and
IP address data

If you contact us, we may keep a record of that correspondence, including any information provided or required to resolve your enquiry or issue.

Why do we process personal data?

We need to process data to take steps at your request before entering into a contract with you. We also need to process your data to enter into a contract with you.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check your eligibility to work in the UK before employment starts.

We have a legitimate interest in processing personal data during the recruitment process and in keeping records of the process. Processing data from you allows us to manage the recruitment process, assess and confirm your suitability for employment and decide to whom to offer a job. We may also need to process data from you to respond to and defend against legal claims.

We process health information if we need to make reasonable adjustments to the recruitment process for you. This is to carry out our obligations and exercise specific rights in relation to employment.

Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.

We are entitled to carry out a criminal records check to satisfy ourselves that there is nothing in your criminal convictions history that makes you unsuitable for the role. We use a third party to do this on our behalf and may receive a copy of their report if you have consented for us to do so

We will not use your data for any purpose other than the recruitment exercise for which you have applied.

Who has access to data?

Your information will be shared internally for the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties unless your employment application is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, our employment background check provider to obtain necessary background checks, including a criminal record check and our credit reference agency. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies.

We do not envisage transferring the personal information we collect about you outside the EU.

We may also pass some of your Personal Data to: Our registered UK bank. This is done so that they can assist us in providing our services to you regarding any payments to be made to you.

How do we protect data?

We take the security of your data seriously. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

This Privacy Policy does not cover the links within this website, on our blog or in our emails to other websites. We encourage you to read the privacy statements on the other websites you visit.

Please be aware that the transmission of information via the internet is not completely secure. We will do our best to protect your Personal Data, but we cannot guarantee the security of any data when transmitted via the internet between us. Any such transmission is at your own risk.

For how long do we keep data?

We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful, the nature of the information concerned and the purposes for which it is processed.

If your employment application is unsuccessful, we will hold your data on file for 12 months after the end of the relevant recruitment process. This is to ensure that, where possible, we can re-engage with you should alternative suitable roles arise and to assist us to resolve any issues or queries about the recruitment process which may arise. After this period, we will securely destroy your personal information in accordance with our data retention policy.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

If your employment application is successful, personal data gathered during the recruitment process will be transferred to your personnel file. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have several rights. You can:

access and obtain a copy of your data on request;
require us to change incorrect or incomplete data;
require us to delete or stop processing your data, for example where the data is no longer necessary for processing;
object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing; and
ask us to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact a member of the HR team On the details provided below.

If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.

Complaints

If you have any questions about this Privacy Notice for Recruitment or data protection or privacy matters generally, please contact our HR Team. If you would like exercise any of your rights as set out in this Privacy Notice, please contact the Resourcing team (info@windmillrecruitment.co.uk) Alternatively, please speak to your contact within the People Team.

The contact details for the HR Team are:

Complaints

Windmill Recruitment Ltd

Office 5, The Forest Rock Offices Leicester Road, Whitwick, Coalville, Leicestershire, United Kingdom, LE67 5GQ

Tel: 01509 271607
E-mail: info@windmillrecruitment.co.uk

Whilst we hope that you will not need to, if you do wish to complain about how we handle personal information, you may contact our Data Protection Officer as above. Where you are unsatisfied with the response of the HR team or are unable to get your issue resolved, please be aware that you also have the right to complain to the relevant data protection Supervisory Authority. The UK Information Commissioner’s Office (ICO) is the relevant Supervisory Authority for Insights and its European branch offices. We would appreciate the chance to deal with your concerns before you approach the ICO. You can however contact the ICO as follows:

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF

Email: casework@ico.org.uk
Telephone: + 44 303 123 1113
Website: http://www.ico.org.uk
Status of Privacy Notice and changes

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

Changes to this Privacy Notice

We reserve the right to update this privacy notice at any time.

If you have any questions about this privacy notice, please contact us directly.

Cookies

We use Cookies on our website pages in order to optimise functionality, for anonymised statistical purposes.

Cookies are small files that are sent to your computer’s hard drive by the web server and they enable our websites to remember who you are. Information from cookies may include

information relating to your use of our websites, information about your computer, such as IP address and browser type, and demographic data.

You can set your browser to notify you when you receive a cookie, and you may block cookies by adjusting the settings on your browser. Please note that if you restrict all cookies you may not be able to access or use parts of our site. Unless you have configured your browser to refuse cookies, our system will issue cookies as soon you visit our websites.

Why we use Cookies

We use Cookies on our websites in order to optimise functionality and for marketing Purposes.

Types of Cookies

Below you can find out about the types of cookies that there are:

Authentication

This cookie is essential for a single user to login (using a username and password) and access the site. This cookie is deleted when you close your browser.

Session

This cookie is a session cookie and essential for a user to subscribe to the site. This cookie is deleted when you close your browser.

Performance

These cookies collect information about how a user browses our websites. These cookies don’t collect information that identifies a user. The data collected is aggregated and therefore anonymous. It is only used to improve how a website works. These cookies are used in conjunction with Google Web Analytics to improve user experience and navigation.

Cookie banner

This cookie controls the appearance of the cookies information banner. It is set on arrival to the site by default. It expires after a set amount of time and is not set again unless a user changes their cookie settings.

Country indicator

This cookie is used to store a selection made by a single user in the country filter and keep this selection across multiple visits to the site. It expires after a set amount of time and is not set again unless a user changes their cookie settings.

Other functionality cookies

These cookies allow the website to remember choices a user makes (such as user name and language) in order to improve the user experience. These cookies are used for login and subscriber services functionality.

Targeting Cookies or Advertising Cookies

These cookies collect information about a user’s browsing habits in order to deliver more relevant adverts to the user. Third-party advertising cookies can be used through email bulletins and web pages. These allow the delivery of more targeted ads through selected third-party partners. This targeting is based upon the content that you have viewed and is known as Online Behavioural Advertising. Please note that these cookies have no personal identifier information attached to them (such as email, telephone and name).

Site analytics.

This cookie is used to track analytical data for a user. It expires after a set amount of time and is not set again unless a user changes their cookie settings.

Controlling Cookies

The “Help” section on the menu bar of most internet browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie and how to disable cookies altogether.

You also can manage your cookies preferences using the following links for some of the most popular internet browsers:

Google Chrome – https://support.google.com/chrome/answer/95647?hl=en-GB&co=GENIE.Platform=Desktop

Firefox- http://support.mozilla.org/en-US/kb/Blocking%20cookies

To find out more about cookies and about using your browser settings to control cookies please visit http://www.allaboutcookies.org.